State Employee Charitable Campaign Information 2021

AREA COORDINATOR TRAINING 1

What Are We Going to Cover? 2021 SECC Contact Information What is the SECC? How is the SECC Managed? How Do Employees Participate? Guidance for Completing Pledge/Gifts Leadership Givers Fundraising What is an Area Coordinator? What are Their Responsibilities? What is a Unit Coordinator? What are Their Responsibilities? Summary of Forms 2021 Important Dates 2

2021 SECC Contact Information UNITED WAY ALISON PRINCE President and CEO 1716 Briarcrest Dr Ste 155 Bryan TX 77802 979.696.4483 x 101 | aprince@uwbv.org LOCAL EMPLOYEE CAMPAIGN LIASON KIM FOX Manager, Community Programs Eastmark Center 1245 TAMU College Station TX 77843-1245 979.845.8008 | kfox@tamu.edu 3

2021 SECC Contact Information SYSTEM CAMPAIGN ADAM DAVIDSON A&M System Campaign Co-Chair System Offices Human Resources 301 Tarrow College Station, TX 77840 979.458.6174 | adavidson@tamus.edu LESLIE W. LENSER A&M System Campaign Co-Chair Office of Information Technology 301 Tarrow College Station, TX 77840 Tel 979.458.6073 | llenser@tamus.edu STACEY RUGH A&M System Campaign Manager Office of Information Technology 301 Tarrow College Station TX 77840 979.458.6023 | srugh@tamus.edu 4

2021 SECC Contact Information CAMPUS CAMPAIGN GENERAL JOE E. RAMIREZ , JR A&M Campus Campaign Co-Chair Division of Student Affairs John J. Koldus Bldg., Ste 117 1256 TAMU College Station TX 77843 979.845.4728 | jramirez@corps.tamu.edu TOM REBER A&M Campus Campaign Co-Manager Division of Student Affairs John J. Koldus Bldg., Ste 117 1256 TAMU College Station TX 77843 979.845.4728 | treber@tamu.edu CINDY SMITH Division of Student Affairs John J. Koldus Bldg., Ste 117 1256 TAMU College Station TX 77843 979.845.4728 | csmith@vpsa.tamu.edu 5

2021 SECC Websites STATE OF TEXAS SECC WEBSITE www.secctexas.org TAMU & TAMUS SECC WEBSITE www.tamus.edu/secc TAMU & TAMUS SECC FACEBOOK PAGE www.facebook.com/TAMUSECC 6

What is the SECC? For 25+ years, state, higher education and retired employees have contributed through the SECC to provide support to food banks, homeless or domestic violence shelters, job training programs targeting veterans, and other community programs to help keep Texans healthy, safe, and strong. Created by Legislation in 1993 First campaign conducted in 1994 Offered Texas state employees greater giving options with hundreds of charitable choices The only workplace charitable campaign in which state employees can make a voluntary, tax-deductible contribution to charities through payroll deduction, cash, or check 7

How is the SECC Managed? Governing and Administrative Structure: State Policy Committee State Employee Committee State Campaign manager Local Employee Committee Local Campaign Manager United Way of the Brazos Valley Texas A&M University Texas A&M University Chair Texas A&M University System Chair Texas A&M University Area Coordinator TAMUS Area Coordinators Charity Review Process: Charity Application Administrative Review Local Employee Committee Review and Approval TAMUS Texas A&M University Unit Coordinators Unit Coordinators 8

Campaign Dates Pledge Period: September 1 October 31 Reports Due to LCM: November 19 Have all deposits and reports to GSC Accounting Services by November 11 Payroll Deductions: January 1 December 31 9

How Do Employees Participate? Donation Options Single Sign-On Workday Payroll deduction: sso.tamus.edu Monthly payroll deductions (9 or 12 month based on employee status with a $2 per charity, per month minimum). One-time donations to be deducted in January. Paper Authorization Forms One-time cash and check gifts only Checks should be made payable to the SECC. Attach the check or cash to the form with a paperclip. DO NOT staple. Credit Card One-time gift Donor registers and makes a donation at https://secctexasgiving.org/_brazosvalley/ Select appropriate Employer and fill out registration form Activate account per email instructions, select charity and make your donation. Participation in Fundraisers numerous options for further support Document donors name for fundraising donations of $24 or more on authorization form 10

How Do Employees Participate? Employees paid monthly: Payroll deductions start in December and will be reflected on January paycheck (of the new calendar year). Employees paid bi-weekly: Monthly deductions taken from the second paycheck each month, starting in January. Payroll deductions are made after taxes have been withheld. Payroll deductions can be stopped at any time by contacting payroll office. 11

Guidance for Completing Pledge/Gifts DONOR DESIGNATION OPTIONS Employees may select the charities they wish to support from the SECC brochure or the SECC directory (available in hardcopy or on the SECC website). https://www.secctexasgiving.org/ Employees may designate to a single charity or up to six different charities from any three charitable groups.The first 2 digits of the 6-digit agency number identify the charitable group. Example: 250000 United Way of the Brazos Valley Example: 500000 Adopt-A-Beach Example: 415062 Mission Road Ministries The employee must sign and date the form and provide their UIN number to authorize payroll deduction. 12

LEADERSHIP GIVERS Leadership Givers are donors who donate $1,000 or more. Leadership Givers are recognized for their gift on the SECCTexas.org website and in the printed directory for the next campaign. Donor can opt to not be acknowledged Ensure donor s prefix is listed on form (i.e. Dr., Mr., Mrs., Mr. & Mrs.) if they want it included in their acknowledgment. Donations from two employees (spouses) can be combined to meet the Leadership Giving required donation of $1,000 or more. The Unit Coordinator for each employee needs to email secc@uwbv.org to communicate that the employees wish to be recognized together. 13

FUNDRAISING Fundraisers can be a fun way to bring in extra donations. Check out the Best Practices handout for more great ideas and information. An authorization form needs to be completed for each fundraiser and charity(ies) need to be selected for the designation. Identify donors who contributed over $24 on a separate attached spreadsheet. 14

Area Coordinator What is an Area Coordinator? Manage the campaign activities for divisions of the System and University. Provide the link between campaign leadership and the Unit Coordinators. Have Financial Reporting What is an Area Coordinator? Manage the campaign activities for divisions of the System and University. Provide the link between campaign leadership and the Unit Coordinators. Have Financial Reporting responsibilities. responsibilities. Administrative Responsibilities: Provides leadership and direction for the campaign in your area. Appoints unit coordinators to ensure all employees in your area are given the opportunity to participate. Trains unit coordinators, as necessary. Serves as a motivator, facilitator, and resource for your unit coordinators. Delivers weekly deposits on Thursdays 15

Area Coordinator Wednesday To Do List Wednesday Mornings: Collect and compile from Unit Coordinators: Cash/Check donations Authorizations Forms (verify signature and UIN number, if needed) Ensure all amounts match and forms are completed correctly Fill out the Pledge Report Form, deposit slip and make copies. Check-in with Unit Coordinators to see if they need support on their efforts. 16

Area Coordinator Thursday To Do List GSC Department of Accounting Services (DAS), 3rd Floor HAND DELIVER DEPOSIT BAG TO: BEFORE 3:00 PM INCLUDE: Envelope: Pledge Report Form Yellow copies of Authorization form from individuals or fundraisers Copy of deposit slip Deposit Bag: Form 2&4 Deposit slip All cash & checks Envelope containing the items above If deposit includes a fundraiser include the list of donors of $24 or more Write amount and SECC deposit on deposit bag label & on top tab Tear off and keep the completed deposit bag tab with your records NOTE: Cash over $100 should be put in a locked safe until the Thursday deposit or make an early deposit to the GSC cashier by following the normal deposit guidelines. KEEP A COPY OF EVERYTHING FOR YOUR RECORDS! 17

Area Coordinator ONLINE CONTRIBUTION REPORTING Each week, Area Coordinators will receive the following reports on the activity of the campaign. They are welcome to share this information as they see fit. Weekly Reports: SECC Names List By Area SECC Summary By Area And Date SECC Summary By Area, Type, And Date SECC Employee Participation SECC Credit Card donation report (from United Way) 18

Best Practices Best Practices for a Successful Campaign 1. Recruit a Team 2. Lock Down Logistics 3. Incorporate Leadership Giving 4. Rally the Troops and Make the Ask* 5. Report, Thank & Inform *Goal of 100% ask! 19

Unit Coordinators? Administrative Responsibilities: Be familiar with the payroll, authorization form and credit card processes Host Fundraisers document names of fundraiser participants who donate $24 or more. Keep list of names for employees who make a contribution using the authorization form. Deliver forms to the Area Coordinators Wednesday by 9 a.m. Represent your unit at the training workshop and other meetings as scheduled. TENTATIVE Distribute donation incentive to each employee who made any type of contribution of $2.00 or more. (fundraiser of $24 or more if only donation) What is a Unit Coordinator? The front line members of the SECC team. Distribute materials to employees, fill out and deliver weekly reports Answer questions to assist with understanding and participating in the SECC. Share messages with employees on charities in the SECC. 20

SUMMARY OF FORMS 21

AUTHORIZATION FORM Used by: Employee: for one-time cash or check gifts only Unit Coordinator: document fundraiser Fundraisers: form must be completed for each fundraiser. Coordinator should select charity(ies) to designate funds. For Name list the unit and title of the fundraiser. Identify donors who contributed over $24 on a separate attached spreadsheet. This form is also available on the SECC website sso.tamus.edu for one-time cash and check donations should you run out. 22

FUNDRAISER PARTICIPANTS Used by: Unit Coordinator: document fundraiser participants of $24 or more Must be stapled to Authorization Form and turned in with weekly deposits. 23

FORM 2&4 Completed by Unit Coordinators; reviewed by Area Coordinators For all cash and check donations, whether one-time or fundraiser Retain a copy for your records Available for download on the SECC website sso.tamus.edu 24

PLEDGE REPORT FORM ENVELOPE Used by the Area Coordinator only Complete anytime you are depositing funds / paper forms. Instead of mailing/dropping off at United Way, drop off in the GSC Department of Accounting Services. 25

DEPOSIT SLIPS Used by the Area Coordinators only Bank: BB&T Complete for United Way of the Brazos Valley cash and check deposits. Place in plastic deposit bag with cash and check payments. 26

DEPOSIT BAG Used by the Area Coordinators only. Plastic envelopes used to place cash, checks and deposit slips in for weekly deposit delivery. Complete information on the front of the bag along with the top tab noting SECC deposit on label and tab top. Tear off top tab and keep with your records. 27

Trends & Goals DOLLARS RAISED Participation University System 10% 8% $176,551.80 6% $214,024.94 $172,968.31 4% $332,542.09 $304,102.33 2% $281,937.50 0% 2019 2020 2018 2019 2020 2021 Campaign Goal: University- $350,000 System - $235,000 TOTAL - $585,000 2021 Participation Goal: 12% 28

SECC 2021 Important Dates Week of August 23 Distribute Materials September 1 Campaign kicks off; SSO and credit card giving sites LIVE Wednesdays Unit Coordinators deliver Forms, Cash and Pledges to Area Coordinators Thursday Area Coordinators prepare and deliver deposits to DAS September 15 Early Bird Deadlines October 31 Campaign ends November 11 Final Processing Deadline! TBD Distribute incentive tickets to campaign participants. 29

THANK YOU!!! For your efforts in making the 2021 State Employee Charitable Campaign a success! QUESTIONS? 30

FOR MORE INFORMATION, PLEASE VISIT TAMUS.EDU/SECC 31